Events Training 2019/20

Events Training 2019/20 Picture?

Although the Societies Department will support you with your event, the promotion and marketing of the event will be your responsibility, and you should plan this carefully. Event Process Room/venue Off campus On campus Picture? Contracts/agreements Sub Zero Base Top Bar ICLH EBS Hex Normal room Additional costs/deposits Venue/room booked. Submit risk assessment and any other documents. Promote your event.

Do not get into any contracts or agreements with external companies. All contracts need to be reviewed and signed by the societies office. • Your society might have to pay additional costs or a deposit to secure a venue in town. Events Off Campus Picture?

You can use your society funds in different ways to fund certain events. • Budgeted Fund – you can only use this type of funding for an event if the event is open for all members and is included in the description of what members are paying for when they buy a society membership. • Non Budgeted Fund – this money will come from previous fundraising/ticket sales etc and therefore can be used on a wider variety of things – for example if your society wanted to spend some money on a new speaker for an event but this wasn’t included in the details of what the membership fee covers. Funding Events Picture?

You can hold fundraising events for your society or for charities – you will still usually need to fill in an Event Permission form for this. • When starting your event, make sure you take a float with you – the SU cannot provide one. Make sure another executive member checks the amount before starting so that there are no disputes at the end of your event. • When you have collected the money at the end of your event, hand this money to your society’s Treasurer, who will pay the money in. • You can look for companies to sponsor your events, as long as they do not clash with any SU outlets or policies. NEVER sign any contract or personally agree to anything – this can be in the form of an email, Facebook message or even speaking to someone face to face – companies can view these agreements as a form of contract. Fundraising/Sponsors Picture?

https://click.hubbub.net/ • Make sure to give yourselves plenty of time to start a Click funding page – you won’t receive the money raised until after the Click project has finished. • The Click team will also generally ask you to make slight changes to your project before it can go live, so allow more time for this too. • Your society will claim money from the Click funding account - it won’t be visible in your society accounts so please track how much you have left! Click Funding Picture?

Ticketing Events • The Societies Department can create tickets that can be bought by members and non-members either online, at the SU Reception desk, or on the door of SU venues. • Just create an event on your society web page, then send details of the event, along with ticket prices and any capacity limits, to susocs@essex.ac.uk. Please allow enough time for us to create the tickets on the website and give members time to buy the tickets. Ticket income from web sales goes straight into your society account, please not VAT will be deducted. • We normally recommend that you sell tickets online in this way, rather than selling paper tickets on squares, because you will otherwise need to make sure that the tickets are numbered to create a paper trail for your income, and also to avoid people photocopying them or claiming that they have ‘lost’ their tickets. If you wish to sell tickets on squares they can only pay in cash and this money needs to be paid into your society account using SU Reception. • If there is more than one society collaborating in this event, the money will need to be split between the different societies before being paid in by their various executives. • Unlike Eventbrite and similar portals, there is no commission levied, so your society gets all of the income.

If you are having food & drink at your events, you need to make sure that is has been cooked, stored, handled and served safely. • If you wish to cook something yourself (e.g. a cake for a bake sale) you will need to have at least a Level 2 Food Hygiene Certificate and provide a copy of this to susocs@essex.ac.uk before you hold your event. • You can complete a Level 2 Food Hygiene course online via a number of websites, usually for a very small cost. • All food and drink items need to be labelled with their ingredients and if they were vegetarian, vegan or gluten free items. • At some events, you may want attendees to sign disclaimers before they eat – for example if someone had experienced sickness in the last 48 hours, they may be more prone to have a bad reaction to spicy food. • Alcohol will only be permitted at events if a society adheres to the alcohol policy (this can be found on the FAQ’s page) – society funds cannot be spent on alcohol however, unless permitted by the Societies Team. Food and Drink at Events Picture?

Risk Assessments • How they work: • All your regular and one-off activities and events should be the subject of a risk assessment. • We need advance notice to check over your risk assessment and sign it off by a member of the societies team before your event. • If under 18s, vulnerable adults or external guests are attending your event you will need to complete a risk assessment. • I have attached two examples of a risk assessment for food on squares and event in ICLH.

Risk Assessments

If you are doing something on Square 3 that involves music or something out-of the-ordinary, or if you want to use one of the other squares on campus, then you will need to fill in this Estates form and bring it to the SU Societies Office for signing. (Either one or three weeks' notice will be required, depending on your event.) Please remember music can only be played between 12.00pm and 2.00pm and after 5.30pm. Event Permission Form Picture?

Societies can invite external speakers to their events, so long as you fill out an external speaker submission form - https://www.essex.ac.uk/student/event/external-speaker • Most requests are processed with minimal background checks on the attendee but please be aware that some requests may take longer to process – for example, inviting a controversial political figure will require the full 15 working days that the Uni’s Safeguarding team • The University’s Safeguarding team ask for a request to be submitted with at least 15 working days’ notice before the proposed event – this is to allow for thorough background checks, communications with the attendee and the society and safety procedures to be put in place. Most requests are processed with minimal background checks and require no security presence but someone such as a controversial political figure would require a greater length of time to prepare for. • The University and the SU supports freedom of speech so we aim to make every request happen, but certain instances can potentially be rejected if the proposed attendee or event falls out of line with the Uni’s or SU’s policies. External Speakers Picture?

Room Bookings • Complete the online Room Booking Form it will be forwarded to both the Societies team, whom will then either sponsor the event or email you for more information, and then it will be sent to Central Room Bookings automatically. Please keep the following in mind when completing this form: • Use your University of Essex email address. • If you are inviting external speakers to your event you must notify us of this at least three weeks in advance so that the necessary approval can be obtained, using this form. • Please try to make your room bookings at least two weeks in advance, and any bookings made less than three working days prior to the event will not be processed). • You cannot book a room for before 6pm on a weekday, unless you have one of the following reasons (which must be stated on your room booking form): Your society has members whom are either; commuting students, student parents or mature students. • Please leave all rooms clean and in the same layout as you found the room. • Please do not contact Central room bookings directly! All communication must come through the societies department.

Table bookings - https://essexsu.typeform.com/to/uhITc9 • Please use this form to book tables and gazebos for use on Square 3. • Venue booking form – https://essexsu.typeform.com/to/pOPrX7 • If you want to hold an event in one of the following venues: SU Bar, Top Bar, Base or Sub Zero please complete the above form with as much information as possible. • Cine 10 - https://essexsu.typeform.com/to/nugVq9 • Please fill this form in if you wish to screen a film in cine 10. we need at least 3 weeks in advance of your screening.Please note not all films can be licensed - filling out this form does not guarantee that you will be able to screen your film. Table and Venue Bookings Picture?

The SU can help to promote your events in a few different ways:- Facebook- Instagram takeovers- Screens between Squares 3 & 4 • You can request for social media promotion using the form that is linked on the FAQ’s page. • To request screens promotion, please email susocs@essex.ac.uk with the information about your event such as the name, date, time and room – this will be passed onto the Marketing team and they will convert this into a short video with a licensed image that they have. • For advertising requests, please give at least 15 working days’ notice or else it may not be processed in time for your event. Promotion Requests Picture?

FAQ’s Page Picture? https://www.essexstudent.com/societies/help/faqs/

Any Questions? Email - susocs@essex.ac.uk

Events Training 2019/20